Assist World

Executive Assistant

• Manage and triage inboxes related to salon inquiries, e-commerce customer questions, and general correspondence
• Flag urgent messages and ensure timely responses
• Assist with calendar coordination and scheduling as needed
• Monitor and respond to salon emails and online booking inquiries
• Support appointment-related communication (confirmations, basic questions)
• Respond to customer inquiries related to product orders and shipping
• Help identify gaps in workflows and suggest improvements

Executive & Operations Virtual Assistant

Social Media Manager

• Edit short-form video content for Instagram Reels and TikTok
• Maintain a modern, minimal, high-end aesthetic (non-salesy, non-ad-looking)
• Ensure content aligns with brand tone and visual standards
• Create and manage a posting schedule
• Upload and publish approved content across platforms
• Organize content libraries for efficient workflows
• Provide input on what types of content perform well and suggest content ideas
• Maintain consistency across Instagram, TikTok, and e-commerce touchpoints
• Work closely with the founder to refine look, feel, and direction

Social Media, Content Specialist

• Own key operational tasks
• Build and maintain systems
• Support communication and follow-up loops
• Maintain confidentiality and sensitivity
• Serve as a force multiplier for the principal’s 11am–3:30pm, 4-day work week
• Scheduling across time zones
• Managing board meetings, Zooms, and social engagements
• Creating and updating agendas for internal or nonprofit meetings
• Uploading state filings and keeping documents organized
• Syncing with accountants/tax preparers
• Simple expense or cash flow categorization
• Coordinating documentation requirements
• Vendor sourcing (e.g., home services, lawn care, repairs)
• Property document storage and compliance
• Tenant management support and follow-up loops
• Building task tracking (Todoist, Asana, or ClickUp)
• Creating SOPs (Standard Operating Procedures)
• Helping migrate to centralized inbox or tech stack
• Organizing team workflows, including VA accountability
• Tracking calls, health care follow-ups
• Researching programs (e.g. summer camps)
• Travel planning
• Sourcing local help (aging parent tech support /companions, home repair/improvement)

Executive Virtual Assistant

• Assemble and format meeting agendas and board materials
• Coordinate scheduling with board members and stakeholders
• Track action items, deadlines, and follow-ups
• Organize and maintain shared documentation (Google Drive / Google Docs repository)
• Support meeting preparation: confirmations, reminders, context notes, and next steps
• Own calendar management including:
• Scheduling calls/meetings across multiple stakeholders
• Sending clear calendar invites with agendas, dial-in links, and prep notes
• Confirming appointments in advance and preventing scheduling errors
• Manage a high-volume inbox (Gmail) with strong prioritization and triage
• Draft and send emails on behalf of the principal (as requested)
• Maintain transparent communication and flag anything urgent or unclear immediately
• Coordinate personal appointments, household logistics, and errands as assigned
• Provide “context-aware” support: anticipate preparation needs and family coordination
• Help prevent missed details by adding helpful reminders and checklists
• Provide administrative coordination across multiple accounts/portfolios/real estate units (tracking, organization, summaries)

Executive Assistant – High-Trust, Proactive

• Lead and manage complex calendar scheduling across multiple time zones (U.S. & Asia), anticipating conflicts and proactively resolving overlaps.
• Arrange and oversee all aspects of international travel: flights, accommodations, ground transport, and visa documentation—ensuring seamless and cost-efficient itineraries.
• Track, reconcile, and submit executive expense reports; maintain accurate records of travel and business-related expenses.
• Manage high-priority administrative and project-based tasks, including preparation of executive-level documents, presentation decks, reports, and action plans.
• Serve as the primary liaison between executives and internal teams or external stakeholders; coordinate high-level meetings, off-site events, and strategic sessions.
• Prepare agendas, organize virtual and in-person meetings, and ensure all materials are delivered in advance to stakeholders.
• Provide on-demand executive-level support across various departments, ensuring confidentiality and accuracy in all deliverables.

Executive Assistant – Global Scheduling, Travel

• Manage and schedule consistent posts across:
• ○ TikTok
• ○ Instagram
• ○ Facebook
• ○ LinkedIn
• Create and manage a posting calendar
• Ensure regular, on-brand posting cadence
• Like, comment, and engage to grow reach and visibility
• Maintain a professional and compliant presence appropriate for mortgage/real estate marketing
• Edit short-form video content (Reels, TikToks, Shorts)
• Add captions/subtitles with accurate English spelling and grammar
• Perform basic video editing:
• ○ Clean cuts
• ○ Simple transitions
• ○ Formatting for different platforms
• Repurpose 1-minute recorded videos into multiple platform-ready assets
• Optimize videos for engagement and platform best practices
• Assist with creating mortgage/real estate–relevant content ideas
• Repurpose existing content into new formats
• Maintain visual and messaging consistency across platforms
• Follow compliance-conscious language appropriate for the mortgage industry

Social Media, Video Content Manager

• Confirm and schedule client appointments with internal accountants
• Call clients to confirm meetings and follow up on requests
• Answer and make outbound calls to Spanish-speaking clients
• Maintain and update client records and notes
• Perform general data entry and administrative support
• Assist with basic CRM or internal system updates
• Categorize expenses in QuickBooks
• Assist with reconciliations and ensuring transactions are properly logged
• Prepare data for accountants
• Send invoices to clients
• Follow up on outstanding payments and reminders
• Ensure services rendered are properly billed
• Prepare and review employee timesheets
• Flag errors or missing information
• Support payroll preparation
• Make outbound calls to existing or referred clients
• Schedule appointments for internal team members
• Request client reviews from satisfied customers
• Maintain professional and friendly communication with clients
• Create simple flyers and informational materials
• Assist with internal newsletters or client communications
• Support marketing team with overflow tasks

Spanish-Speaking Administrative and Operations Virtual Assistant

Ecommerce

• Collect and consolidate product data from multiple internal sources (engineering, pricing, purchasing, marketing)
• Clean, validate, and standardize data for accuracy and consistency
• Prepare master product data files for new product launches
• Maintain high levels of accuracy across thousands of SKUs with technical attributes (dimensions, lumen output, specifications, etc.)
• Ensure data integrity for designer- and customer-facing platforms
• Translate master product data into platform-specific templates for e-commerce partners (e.g., Wayfair, Home Depot, Ferguson, Amazon)
• Adjust columns, attributes, and formatting based on each partner’s unique requirements
• Support onboarding of new e-commerce vendors by preparing compliant data files
• Assist with ongoing updates and corrections to existing partner listings
• Work within the company’s Product Information Management (PIM) system (CATC)
• Support the maintenance and organization of high-level product data
• Collaborate with senior data stakeholders to ensure accurate data flow from PIM to external platforms
• Draft SEO-optimized product titles, descriptions, and key feature bullet points
• Optimize copy for marketplaces such as Amazon, Wayfair, and other e-commerce platforms
• Collaborate with internal teams to align copy with brand guidelines and technical accuracy

E-Commerce Data, Product Information Specialist – Excel Heavy

Administrative Assistant

• Process invoices, follow up on outstanding payments, and ensure vendors are paid accurately and on time.
• Perform monthly reconciliations of bank statements and credit card accounts.
• Assist with payroll processing and maintain accurate employee records.
• Prepare basic monthly financial statements for management review.
• Maintain clean and accurate records within our accounting software.
• Manage incoming mail, monitor the general company email, and order office supplies as needed.
• Organize and maintain digital and physical filing systems to ensure compliance and easy retrieval.
• Act as a point of contact for clients or vendors regarding billing inquiries or basic administrative questions.
• Assist the team with occasional tasks such as coordinating small meetings or updating internal databases.

Bookkeeper – Administrative Coordinator

Video Editor

• Edit short-form and long-form video content for marketing and social media
• Work on storytelling content, branded content, and client-facing videos
• Apply clean, professional cuts that enhance pacing and clarity
• Perform accurate color grading for all video outputs
• Add captions with correct grammar, spelling, and timing
• Ensure final videos meet brand and client standards
• Deliver short-form video edits within 2–3 hours per video (on average)
• Manage multiple video requests throughout the day
• Avoid excessive time spent on single edits unless clearly scoped
• Communicate immediately if a task will exceed expected timelines
• Maintain fast and professional response times during working hours
• Communicate primarily via Slack and Lark
• Take direction clearly and ask clarifying questions when needed
• Work closely with internal team members and other editors
• Use own preferred video editing software (e.g., Premiere Pro, Final Cut, DaVinci Resolve, etc.)
• Log into and work within company tools and CRM systems as required
• Adapt quickly to internal workflows and content standards

Video Editor – Full-Time

• Provide comprehensive support to attorneys and help maintain operational flow.
• Manage case files, complex calendaring, client invoicing, and vendor relations.
• Create calendar invites, monitor deadlines and assist with attorney travel arrangements.
• Document meeting notes, track actionable items, and manage task management system.
• Handle invoicing, file sharing, and client interactions professionally.
• Enter firm and client expenses; assist with billing and follow-ups on invoices.
• Coordinate with vendors and implement process improvements for efficient workflows.

Legal Administrative Assistant

Business Operations

• Maintain all creator and vendor contracts, invoices, and payment documentation in Google Drive
• Ensure PEAs and contracts are fully countersigned prior to any payment processing
• Create and update contracts using approved templates on an ad hoc basis
• Review influencer invoices against contracts and scopes of work
• Review vendor invoices, route for approval, and submit to Accounting
• Cross-check invoice legitimacy and troubleshoot payment issues or delays
• Monitor pending bills in Bill.com and escalate issues when necessary
• Notify stakeholders when payments are ready for approval and scheduling
• Execute approved payments via credit card when required
• Organize photoshoot and creative assets across Google Drive and Figma
• Set up and manage email and Slack access for team members
• Troubleshoot platform and access-related issues
• Provide support for calendar management, travel booking, and logistics as assigned

Business Operations, Accounts Coordinator

• Repurpose long-form video content into Pinterest pins, YouTube Shorts, and short-form video formats
• Upload and format content for different platforms using provided assets
• Maintain consistency in branding and tone
• Organize and manage a content library
• Convert video content or outlines into blog posts (AI-assisted is acceptable)
• Upload and format blog posts in WordPress
• Insert and update affiliate links (training provided)
• Ensure content is clean, organized, and properly linked
• Assist with drafting and organizing email campaigns
• Repurpose existing content into email-friendly formats
• Support basic email marketing workflows
• Assist with organizing content ideas and drafts
• Support scaling initiatives as the business grows
• Help reduce workload so the founder can focus on strategy and growth

Social Media & Content Virtual Assistant – Travel, Lifestyle

• Support a small business owner in scheduling, follow-ups, reporting, and administrative tasks
• Track follow-ups from meetings and ensure action items are completed
• Maintain accurate meeting notes and send recaps
• Assist with scheduling and calendar management
• Check timesheets and report how team members spend their time
• Review reports to confirm they are accurate, timely, and complete
• Screen and prioritize emails for the business owner
• Organize information and structure tasks to reduce oversight gaps
• (Future scope) Assist with invoicing and financial reporting

Executive Assistant – Operations, Admin Support

• Own inbox triage and calendar management
• Schedule all appointments, inspections, photography, and meetings
• Maintain CRM accuracy: data entry, tagging, segmentation, notes
• Build and manage checklists for listings, escrows, and repeat processes
• Track deadlines, contingencies, and escrow milestones
• Manage DocuSign, disclosures, and compliance files
• Perform transaction coordination for buyer and seller transactions
• Track expenses, invoices, and receipts
• Create and maintain SOPs and internal documentation
• Prepare weekly status reports and priority summaries for the agent
• Coordinate all pre-listing activities remotely
• Order inspections, staging consults, photography, video, drone
• Gather and organize seller disclosures
• Enter and update MLS listings accurately
• Draft MLS descriptions and marketing copy for agent approval
• Build property websites and upload all media
• Proof all marketing materials before release
• Manage showing instructions and feedback
• Prepare neighborhood stats, disclosures packets, and pricing docs
• Track listing timelines and ensure deadlines are hit
• Create, schedule and publish social media posts across all channels
• Write marketing captions and copy
• Create graphics and marketing assets using tools like AI, Canva, and Adobe
• Using Opusclip, edit videos and upload to all platforms like YouTube and other social channels
• Format and send email newsletters and market updates
• Coordinate print materials and farming mailers
• Maintain website updates and blog posts
• Manage Google Business profile updates
• Request, track, and post client reviews
• Track basic marketing performance metrics
• Handle inbound leads (Zillow, Realtor.com, website, referrals)
• Pre-qualify leads via email/text and schedule consults
• Prepare CMAs and buyer/seller packets for review
• Draft follow-up emails after client meetings
• Manage client touchpoints (birthdays, anniversaries, home value updates)
• Coordinate closing gifts (ordering, shipping, timing)
• Prepare buyer tour itineraries and moving checklists
• Track referrals and follow-up timelines
• Coordinate open house scheduling
• Prepare open house marketing materials
• Assign and schedule local runner or open house host
• Collect sign-in data and enter into CRM
• Execute follow-up campaigns after open houses
• Maintain pipeline dashboards and deal tracking
• Track KPIs and production metrics
• Monitor listing inventory and market activity
• Research competitors and comparable listings
• Assist with listing presentations and pricing strategy docs
• Research tools, vendors, and tech platforms
• Act as project manager across all active deals